florida international university hr liaisons meeting november 19, 2009
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Florida International UniversityHR Liaisons Meeting
November 19, 2009
FIU- United Way Campaign2009
FIU – UNITED WAY CAMPAIGN
FIU – UNITED WAY CAMPAIGN
• 2009 Campaign Goal - $300,000
• FIU-United Way Website – unitedway.fiu.edu
• FIU-United Way Auction• December 4, 2009• 4 p.m. silent auction / 5:30pm live auction• Graham Center Ballrooms• Admission: $5
• How can you help us meet our goal?• Communicate• Donate• Participate
AGENDA
• Introduction • Exit Interviews• EEO Compliance• Year-End Payroll Announcements• Other Updates• Admin/Staff Form Changes• Important Dates• Wrap Up
Exit Interviews
SEPARATIONS OF EMPLOYMENT
Two types of separations of employment:
Voluntary• Resignation (minimum of 2 weeks notice)
Involuntary• For cause• For non-cause (at will)• Layoff
EXIT REVIEW PROCESS – RESIGNATIONS
1. Employee should submit resignation, in writing, to supervisor
2. Supervisor always accepts resignation in writing
3. Supervisor forwards both resignation and acceptance to ELR immediately - PC 236
4. ELR will contact and forward to employee the exit interview process information and schedule exit interview
5. Supervisor and employee complete the Separation of Clearance form to collect all items given to employee during tenure at University (i.e. laptops, Purchasing card, keys, ID card)
SEPARATION CLEARANCE FORM
EXIT REVIEW PROCESS – NON-RESIGNATION SEPARATIONS
Contact ELR if department is contemplating termination or layoff
In conjunction with ELR, determine appropriate separation
Complete the Separation of Clearance Form to collect all items given to employee during tenure at University (i.e. laptops, Purchasing card, keys, ID card)
http://hr.fiu.edu/uploads/file/forms/elr/separation.pdf
Exit Review Process – Non resignation separations
For readily available and detailed information about the exit review process, please visit our website:
http://hr.fiu.edu/index.php?name=exit_review_procedures
EXIT REVIEW PROCESS
EEO Compliance
EEO COMPLIANCE
What you don’t know
can hurt us
WHAT WE WILL COVER
• What is EEO?• Why train?• What are the laws?• What are the different types of discrimination?• What are my responsibilities?
DEFINITIONS
• Equal employment opportunity (EEO): our right to work in an environment free from discrimination
• EEO Compliance: adherence to the laws and policies that prohibit discrimination in the workplace (reactive)
• Diversity: respect and validation for that which makes us different (proactive)
EEO IS THE LAW
• Title VII of the Civil Rights Act of 1964• Civil Rights Act of 1991• Americans With Disabilities Act of 1990• Age Discrimination in Employment Act of
1967• Equal Pay Act of 1963• Chapter 760, Florida Statute• Florida International University Policy
PROTECTED CATEGORIES
• Gender• Race• Color• Religion• Ethic/National Origin• Political Beliefs• Marital Status
• Age• Sexual Orientation• Social and Family
Background• Linguistic
Preference• Pregnancy• Disability
EXAMPLES OF HARRASSING BEHAVIORS
• Verbal– Unwelcome comments– Racial/sexual epithets– Offensive jokes/stories
• Visual– Offensive pictures/photos/cartoons– Offensive posters/calendars/magazines/objects– Offensive screen savers/videos
• Physical– Unwelcome touching/hugging/kissing/patting/stroking– Standing too close/ogling/suggestive gestures
• Written– Unwelcome personal letters/e-mails
RESPONSIBILITIES
• Outreach: cast the net wide• Review process for equity and consistency• Search and Screen Process
– PAR– Diverse committee members– Work with compensation– Posting position– Waivers
• Think Access, Equity and Diversity
EEO & DIVERSITY CONTACTS
Shirlyon J. McWhorter, Esq.Director, Equal Opportunity & DiversityModesto Maidique Campus, PC 215
305 348-2785
Jonaura WisdomAssistant Director, Equal Opportunity & Diversity
Modesto Maidique Campus, PC 215 305 348-2356
Year-End Payroll Announcements
YEAR-END PAYROLL ANNOUNCEMENTS
• Employees should log into Employee Self Service prior to December 31 to ensure home addresses are accurate in preparation for W2 Forms mail out
• W2 Forms will be mailed to homes by January 31, 2010
• Electronic Form W-2 will be available on Employee Self Service (ESS) after January 31, 2010
• Temporary employees who were enrolled in the FICA
Alternative Plan may receive more than one W2 for the 2009 calendar year
YEAR-END PAYROLL ANNOUNCEMENTS
• Employees who claimed “exempt from federal withholding” in 2009 must submit a new W-4 by February 15 to continue under this status, otherwise filing status will be automatically changed to single with zero allowances
• The 2010 social security tax wage base will remain at $106,800
• Physical checks for the pay date of December 30, 2009 will be mailed to employee’s home address on file
EXTENDED WINTER BREAK
• The Executive Committee approved three additional Winter Break days for benefit-eligible employees on December 28, 29 and 30
Employees Not Required to Work• Holiday pay code will be automatically populated in TimeSaver for
those days
Employees Required to Work• Vice Presidents for each area will provide a list of exempt and non-
exempt employees required to work. Payroll will remove the Holiday pay code for employees on the lists provided to DHR.
• Non- exempt employees must report hours worked during the winter
break • Exempt employees will have work hours automatically populated
EXTENDED WINTER BREAK
• Employees will be entitled to receive time-off with pay on a one to one and a half (1.5) basis per day worked to be used before August 31, 2010
• Departments will be responsible for monitoring the usage of the time-off allotted
• During the pay period in which an employee elects to use the allotted time, departments must notify Payroll in writing to record the appropriate pay code in TimeSaver
HR HOLIDAY DEADLINES
Thanksgiving Holiday: Pay Period 11/13/09 to 11/26/09 • Tuesday, November 17, 2009 - All payroll actions must be received in Human Resources.• Tuesday, November 24, 2009- Employees must report their time/leave by 5:00 p.m. in
TimeSaver.• Wednesday, November 25, 2009- Time Approvers must approve by 2:00 p.m. in
TimeSaver.
Christmas and New Year’s Holidays: Pay Period: 12/11/2009 to 12/24/2009
• Friday, December 11, 2009 - All payroll actions must be received in Human Resources.• Thursday, December 17, 2009 - Employees must report their time/leave for the complete
pay period by 5:00 p.m. in TimeSaver.• Friday, December 18, 2009 - Time Approvers must approve by 2:00 p.m. in TimeSaver.• Friday, December 31, 2009 – Pay Day - Employees who are not enrolled in direct deposit
will have their paychecks mailed to the home address on file. Pay Period: 12/25/2009 to 01/07/2010 • Monday, December 21, 2009 - All payroll actions must be received in Human Resources.
OTHER UPDATES
Temporary and Student Employment Services Update
• Job application required for all temp or student positions• All temporary and some student employees must undergo
background checks• Hiring Minors• New Hire Start Dates• Training “On the Road”
Panther ID Issuance Notification
• When an employee is hired into an org code (first six digits) you represent, you will receive an e-mail as soon as his/her Panther ID is issued to facilitate forms completion for keys, PantherSoft Access, etc.
ADMIN/STAFF FORM CHANGES
New ExistingOne Time Award - Project Based BonusOne Time Award - Variable Comp BonusOne Time Payment - Moving AllowanceOne Time Payment - Moving ReimbursementPromotionDemotionTransfer ReassignmentReclassification - PromotionReclassification - DemotionReclassification - Lateral
One Time Award - Educational Incentive AwardOne Time Award - Spot AwardPay Change - Added DutiesPay Change - Administrative Incr. (Temporary)Pay Change - FTE IncreasePay Change - FTE ReductionPay Change - Counter OfferPay Change - Market AdjustmentPay Change - Performance BasedPay Change - RetentionPay Change - Equity Adjustment
ADMIN/STAFF FORM CHANGES
Action Action ReasonPosition # Changes
Jobcode Changes
Salary Range Max/Position
Level
Salary Increase
Responsible Department
Promotion Promotion Yes Yes Higher Maybe RecruitmentDemotion Demotion Yes Yes Lower No Recruitment
TransferTransfer Reassignment
Yes Maybe Same Maybe Recruitment
Position Chg/ Pay Rate Chg
Reclassification - Promotion
No Yes Higher Maybe Compensation
Position Chg/ Pay Rate Chg
Reclassification - Demotion
No Yes Lower No Compensation
Position Chg/ Pay Rate Chg
Reclassification - Lateral
No Yes Same Maybe Compensation
Promotion/Demotion Matrix
IMPORTANT DATES
Event DateWomen’s Basketball Game Friday, November 27EV4 Training Thursday, December 17United Way Auction and Donor Recognition Friday, December 4President’s Holiday Celebration Wednesday, December 9FIU’s Got Talent Thursday, December 10
Questions or Comments?
WRAP UP
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